Nice Friday, Last day for working hahaaaa!!. Today I write about document type in SAP. This will show you about how document type work. For the general question about "how to create new document type", you can find answer here. Hope this help!! ^___^
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SAP FI Document Type
SAP stores data about financial journal in format of document. So, you have to create document types to differentiate business transaction and control document filing. Document type related to document number range. Once you define new document type, you have to create new number range for document type. <If you don’t know how to define document number range, please click here>
In financial module, there are 3 kinds of document types which are: document type for entry view, document type for entry view in ledger and document type for general ledger view. Technically, SAP allows you to create many financial ledgers to fit financial gap such as IFRS and Local GAAP. <For more information about General Ledger Accounting, please click here>
Normally, FI document types are defined based on account type. It’s mean that most of document types which start with “K” are document type for account payable (this is because of standard SAP define account type “K” for vendor). So, document type “A*” is for asset accounting, “D*” us for account receivable and account “S*” is for General ledger (general adjustment). For document that is not posted from financial module such as “MM” or “SD”. You may usually see document type “R*” and “W*”. The general meaning of “R*” is the document type from “MM” or “SD” module that post invoice/billing. Document type “W*” is using for material management such as good receipt, good issue and inventory document. These document types have general meaning but it doesn’t mean that you cannot change. It depends on your design and requirement of each organization. But please make sure that you change all related configuration!
Let’s back to 3 kinds of document types.
1. Document Type for Entry View
This is the common document type which use to store document from FI and related module. If you only work in leader ledger, you just define document types for all posting and assign number to them.
2. Document Type for Entry View in Ledger
This is a document type for non-leading ledgers. Under document type for entry view, you already created document types for all posting in both leader ledger and non-leading ledgers. But document type for entry view in ledger is specific for non-leading ledger only. If you want to post any adjustment to only 1 non-leading ledger, you should define document type separately from leader ledger’s document type.
For example
You define document type “SA”, Number range 01. Once you post document type “SA” in leader ledger, document will be create and flowed in all ledger. Then, you got document “1000000000” (assume that number range 01 is for document number 1000000000 to 1099999999”. But if you need to post an adjustment to non-leading ledger (such as posting from TCode FB01L), you should assign to different number range.
Document Type “SA”, Leading Ledger, Number Range “01”.
Document Type “SA”, Ledger 1L, Number Range “02”.
Document Type “SA”, Ledger 2L, Number Range “03”.
***Note***
By segregating the ledger-related postings (here, for the non-leading ledgers) in a separate number range, you ensure the contiguous assignment of document numbers at the ledger level for each number range.
Within a ledger group, the representative ledger determines the document types and number ranges applied. For this reason, you cannot perform this IMG activity for a ledger group.
If you use a ledger group to make account assignments for postings, it is only possible to verify that document numbers are assigned contiguously at the ledger level for the representative ledger.
3. Document Type for General Ledger View
How to create new document type in SAP
Menu Path: Financial Accounting (New) -> Financial Accounting Global Settings (New) -> Document -> Document Types -> Define Document Types for Entry View
T-Code: OBA7
1. Click <New Entries button> to create new document type.
2. Define new document type.
In this step, you will see many parameters for creating new document type. Parameter for document type can be divided into 6 majors groups.
2.1 Account Type Allow
There are 5 majors group of account. You can control whether your new document type allow for which group of account. If you check only vendor and G/L account, your document type will not be able to post document with customer code.
2.2 Special Usage
You can control document type to support only batch input (not allow for foreground posting).
2.3 Control Data
Net Document Type: This support only vendor. You checked this one to have the system automatically deduct cash discounts from vendor invoices
Customer/Vendor Check: Check this to not allow more than one customer/vendor posting in one document.
Negative Postings Permitted: Once you post a document in Financial Accounting, the system updates the transaction figures. If this indicator is set, you can use this document type to reverse incorrect postings item-by-item by making negative postings and thus eliminate their effect on transaction figures.
If one of the line items in a document is posted to the wrong account, for example, you can enter an adjustment document to remove the item from the wrong account with a negative posting and post it to the correct account with a normal posting.
Inter-Company Postings: Allow for cross-company posting. This means that 1 document can have several trading partner. Generally use in payment transaction such as Vendor “A” is not Affiliate Company. But one month later, this vendor is Affiliate Company. Payment transaction from old and new invoice of this vendor may have problem if inter-company posting is not defined.
Enter Trading Partners: Activate this function for allowing you to enter trading partner manually.
2.4 Default Values
Default exchange rate type in case of document currency is foreign currency.
2.5 Required Document Entry
Checked field that need to be required field for this document type.
2.6 Joint Venture (optional, this will appear if you activate joint venture accounting)
Default indicator Debit/Credit.
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